Throughout the years, physicians and mid-level providers such as nurse practitioners and physician assistants have embraced the telephone, computers, personal digital assistants and the Internet as tools to help them function more efficiently while providing better patient care. The approach to dictation has been no different. Providers have sought methods of documenting their work and communicating with colleagues that match the fast pace of their day and the individuality of their practice styles. Recent advances in digital dictation technology, specifically as it relates to mobility, have taken efficiency to a new level -- enabling providers to dictate “on the go.”

Features mean flexibility

The latest digital dictation systems are designed to go wherever the provider goes and support his or her dictation style. Features include:

• Compact design. Today’s digital dictation systems can fit in a lab or suit coat pocket, so they can be used in a wide range of environments -- from the nursing station to providers’ private offices, homes or cars.
• Greater recording capacity. With memory that exceeds 100 hours of recording time per card, providers need to only carry the unit with them even if they have multiple or complex documentations to record.
• Reliable power supply. The latest units are designed so the system recharges each time it is plugged into a PC for data downloading. As a result, providers don’t have to worry about batteries failing when they are dictating remotely -- away from power outlets or supply cabinets full of spare batteries.
• One-touch controls. A thumb slide enables physicians to dictate during their commute or in settings where they need additional documentation in front of them (i.e. while thumbing through patient files, lab reports or imaging studies).

Other features also make digital dictation an ideal mobile solution. For example, digital dictation technology offers users the ability to leave a job “open” if the provider begins the dictation away from the office or is waiting for the results of a lab test or other data. The system won’t allow the dictation to be transmitted to the transcriptionist until the record is closed.

Also, top-of-the-line dictation technology enables providers to incorporate voice commands for virtually hands-free operation. This means providers can dictate specific demographics such as patient ID or work type directly into the voice file.

A wealth of benefits
In addition to offering the convenience of mobility, the latest digital dictation systems:

• Reduce costs associated with transcription. Because they are directly transmitted to a transcriptionist, files can be worked on more quickly. The practice incurs no cost for pick-up or delivery. Imaging studies, test results and other supporting documentation can be attached to the voice dictation and transferred simultaneously.
• Restrict access to files, so dictation is secure no matter where it is recorded or transported. Digital systems are also designed to make archival and retrieval simple, and eliminate the possibility of erasure or inadvertent over-recording.
• Allow providers to take advantage of other technology advances such as barcode identification labels for patient records. For example, the Philips Digital Pocket Memo 9450 is equipped to read the barcode so demographic information is captured automatically and permanently attached to the dictation.
• Provide easy and clear labeling options to minimize confusion or incidences of lost files. The header or display includes the time, date, author name, job length, the total recorded time and the total time still available on the card. Digital voice files lend themselves to encryption for both storage and transmission security, consistent with HIPAA compliance.
• Rely upon optical technology that produces crystal-clear recordings, eliminates interference from background noise and prevents sound degradation. Transcriptionists report increased productivity because they do not have to replay passages to decipher a word or phrase, dramatically improving turnaround time.
• Offer instant access to files anywhere on the card, making them easier to transcribe. Like voice messaging systems, the transcriptionist can replay earlier notes or skip ahead to a desired entry such as a priority job, for example. No time is wasted rewinding or fast-forwarding.

In short, the demands of modern medicine have given rise to a generation of mobile digital dictation systems that are economical and user-friendly. Besides giving providers the convenience of documenting their work whenever and wherever they desire, these advanced systems offer the security and efficiency so many practices rely upon in the highly mobile world of health care today.

Mr. Shank is the national sales manager for Philips Dictation Systems.